Pitfalls for practitioners 3

Facts and professional judgements are not distinguished
in the record

Social work involves collecting information and making
assessments and professional judgements. Practitioners gather
information and observations, their own and those of others,
and use a mixture of research, experience and theory to
analyse this information. Consequently, a significant percentage
of what is recorded in social work files are opinions of
social workers and others (1).

Research studies which have reviewed social work records
have noted that observed and verified facts are very often
not differentiated from opinions (2). Facts
and opinions are interwoven throughout the file and appear
to be given equal weight and status (3).

Opinions are recorded as fact

One or more professionals, or indeed family members, presenting
a strong opinion about an individual or situation can result
in their opinion being recorded in the file as a fact. Particularly
where the information received is consistent with the observations
of the social worker (4).

Opinions are not substantiated

Recording under pressure of time or space can result in
only opinions being recorded, like a professional short
hand. However, the absence of supporting information means
that colleagues and supervisors cannot follow or test the
conclusions arrived at.

Facts and opinions are not differentiated

Failing to differentiate between fact and opinion can result
in the significance of some information being overlooked,
or opinions becoming accepted as facts and unduly influencing
the management of the case (5).

Views established at an early stage can influence the way
in which practitioners sift and sort information and how
and what they record (6).

If opinions and judgements are not substantiated in the
record it can be difficult to explain how these were made
to family members who access the record, particularly if
the practitioner who wrote them is no longer working within
the agency (7).

Only facts are recorded

It is also important that records are not simply confined
to factual information. A common criticism of social work
records is that there is an absence of analysis. A lack
of analysis can result in records that focus on description.
They record what is happening, but do not move beyond this
to consider why it is happening. Any analysis takes place
outside of the record in the mind of the practitioner (8).
Consequently, the rationale underpinning decision-making
is not open to families who access their record (9).

Records should therefore contain both facts and opinions.
However, opinions should be distinguished from facts and
substantiated. The reasons for actions and decisions should
be clearly recorded so that they are available to the service
user and agency.

Avoid the pitfall

An easy way to avoid this pitfall is to share records with families. Research
has shown that practitioners substantiate opinions more
clearly if they know that the family will be seeing what
they have recorded (10).

Separate facts and opinions in your recording. Record the facts first and then
record your analysis of them. Remember to include any
research evidence you have used.

Where another professional or family member gives an opinion, ensure that this
is recorded as such.

Activity

References

1. Monnickendam M, Yaniv H and Geva, N
(1984) Practitioners and the Case Record: Patterns of Use.
Administration in Social Work18: 73-87. Kagle
J D (1993) Record Keeping for the 1990s. Social Work38: 190 196. Ames N (1999) Social Work Recording:
A New Look at an Old Issue. Journal of Social Work Education35: 227-236. Prince K (1996) Boring Records? Communication
Speech and Writing in Social Work. Jessica Kingsley,
London.

2. Monnickendam M, Yaniv H and Geva, N
(1984) Practitioners and the Case Record: Patterns of Use.
Administration in Social Work18: 73-87. Kagle
J D (1993) Record Keeping for the 1990s. Social Work38: 190 196. Ames N (1999) Social Work Recording:
A New Look at an Old Issue. Journal of Social Work Education35: 227-236. Prince K (1996) Boring Records? Communication
Speech and Writing in Social Work. Jessica Kingsley,
London.

3. Monnickendam M, Yaniv H and Geva, N
(1984) Practitioners and the Case Record: Patterns of Use.
Administration in Social Work18: 73-87. Kagle
J D (1993) Record Keeping for the 1990s. Social Work38: 190 196. Ames N (1999) Social Work Recording:
A New Look at an Old Issue. Journal of Social Work Education35: 227-236. Prince K (1996) Boring Records? Communication
Speech and Writing in Social Work. Jessica Kingsley,
London.

7. Monnickendam M, Yaniv H and Geva, N
(1984) Practitioners and the Case Record: Patterns of Use.
Administration in Social Work18: 73-87. Kagle
J D (1993) Record Keeping for the 1990s. Social Work38: 190 196. Ames N (1999) Social Work Recording:
A New Look at an Old Issue. Journal of Social Work Education35: 227-236. Ovreveit J (1986) Improving Social
Work Records and Practice. BASW, Birmingham.